Monitoring Check Lists

AmeriCorps Manual Main Page

In general, it is expected that program staff will monitor grantees and sites to examine the following:

Member Documentation

  • Application Forms
  • Determination of Eligibility
  • Background Checks
  • Enrollment Forms
  • Retention Statistics (end of term/exit, change of status/term, terms of release)
  • Hours Worked and Timesheets
  • Training Received
  • Benefits (child care, health care, etc.)
  • Contracts
  • Position Descriptions
  • Performance Evaluations (at least mid-year and end of year)

* See attached file:

Program Documentation

  • Grievance Procedures
  • Prohibited Activities
  • Staff Timesheets
  • Progress Toward Meeting Performance Measure Targets
  • Measurement Tools
  • Use of WBRS
  • National Identity (signage, uniforms, published materials)
  • Mechanism for Community Input and Collaboration
  • Subcontracts or Host Site Agreements (if applicable)

* See attached file:

Desk-Based Monitoring

While an on-site monitoring visit can provide a valuable, direct view of a grantee's/site's operations, it is a resource-intense form of monitoring. Desk-based monitoring is more sparing of scarce resources of staff time and money and, properly used, can actually forestall the need for more intensive intervention later on to resolve grantee problems.

Throughout the year, your Program Officer manages WBRS accounts for each program/site in their portfolios. Areas that require your Program Officers attention include:

  • Establishing and changing passwords for user accounts
  • Responding to help desk requests
  • Approving performance measures
  • Reviewing reports

Your Program Officer will also utilize WBRS as an effective management and monitoring tool. For instance, through WBRS, it is possible to:

  • Review each program/site's progress on member recruitment and retention
  • Track member progress toward completing service hours
  • Monitor expenditures
  • Review progress towards performance measures
  • Check timeliness of reporting, including member forms, progress reports, and financial reports.
  • Conduct member enrollment queries and monitor member hours tables

Member Contract

The standard member contract in particular should be reviewed carefully to ensure that it contains the following items:

  • Minimum number of hours and other requirements necessary for a post-service education award
  • Start and end dates of the member's term of service
  • Amount of the living allowance
  • How the member will be paid
  • Description of the other benefits available to the member
  • Standards of conduct and sanctions for improper conduct
  • Prohibited activities
  • Requirements under the Drug-Free Workplace Act
  • Termination and suspension rules (including the specific circumstances under which a member can be released for cause)
  • Position description for the member
  • Grievance procedures
  • Any other program-specific requirements
  • Signatures of both the member and the program director

Member Orientation

Orientation materials should also be reviewed carefully to ensure that the grantee/site has provided members with appropriate training for beginning their term of service. This should include:

  • An overview of national service
  • Program rules, regulations, and expectations
  • Review of the member contract
  • Training appropriate to activities
  • Grievance Procedures

* See the Orientation Checklist in Chapter 3, page 29, for a detail description of mandated topics.

Site Monitoring

Site visits by program staff can have many purposes, some of the most important of which are summarized below:

Finding out about AmeriCorps grantees'/sites' service activities and community partnerships.
Hearing success stories.
Assuring that all federal, state, local, contractual, and organization-specific regulations, policies, and provisions are being followed.
Comparing actual outputs and outcomes to the performance measures outlined in a grantee/site contract.
To improve overall quality of the program.

* See attached file: